Address
Form of workThe purpose of this position is to facilitate the administrative processes of Facilities and Land Management. This position monitors the expenses for the maintenance and remodeling of County buildings and lands, manages the associated accounts, administers and coordinates the leasing of Fairground facilities, acts as the department's safety coordinator including administering Safety Data Sheet requirements, acts as the Human Resources (HR) Liaison for the department, and administers the department's work orders and time claims. This position supports, offers guidance and directs other departmental employees on their responsibilities.
SUPERVISORY RESPONSIBILITIES
This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TIME SPENT
- Monitors and reconciles checking accounts, credit card statements, cash and makes appropriate deposits as necessary. Receives accounts payable invoices, including utilities, arranges for review and approval for payment processing. Enters accounting information to ensure budget compliance, monitors and reports expenses for maintenance and remodeling of County buildings and lands.
30%
- Administers planning of long term maintenance of major building/land components. Develops and implements annual maintenance schedule for the budget year.
15%
- Acts as the safety officer for the department, planning and scheduling safety meetings. Administers the Safety Data Sheet requirements and issues and tracks building keys. Submits E-Stake requests into Arizona 811 System.
15%
- Provides support for departmental work orders and maintains building maintenance logs and history. Creates work orders and monitors work order completion, prepares monthly work order status reports.
10%
- Administers and coordinates Fairground activities events calendar and rental of Fairgrounds facilities including the exhibit hall and RV park. Coordinates with customers and staff on setup and preparation of Fairgrounds facility. Ensures compliance with liability insurance requirements with customers, Arizona Counties Insurance Pool (ACIP) and County.
10%
- Serves as HR Liaison and HR support for the department. Coordinates human resources related functions such as candidate interviews and all associated paperwork. Ensures completion and accuracy of accident and injury paperwork and submits to HR. Prepares and maintains departmental organizational charts and employee phone list. Enters staff work time into payroll system, prepares and disseminates on-call schedule to appropriate parties. Tracks and reports inmate labor time and staff's Department of Corrections (DOC) training, serves as primary contact for inmate issues.
10%
- Ensures department is actively participating in Wellness Events.
10%
- Performs other duties as assigned.
BUDGET RESPONSIBILITIES
This position reviews, edits and approves for submission department level budget.
PROJECT RESPONSIBILITIES
Provides project research and clerical support on process improvement projects.
ORAL COMMUNICATION DUTIES
This position explains County procedures or processes, responds to public inquiries and participates in meetings.
WRITTEN COMMUNICATION DUTIES
This position creates or edits documents, internal memos, emails, formal letters, reports and procedures. This position also creates or edits Human Resources documents.
INTERACTIONS WITH THE GENERAL PUBLIC
Interacts extensively with employees, customers, the general public, vendors, regulatory bodies and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Continuously (More than 70% but less than 85% in a year)
MINIMUM EDUCATION REQUIRED
High School Diploma or GED.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Five (5) years administrative/secretarial experience; or equivalent combination of education, training and experience.
PROFESSIONAL CREDENTIALS REQUIRED
Must possess and maintain a valid Driver's License.
KNOWLEDGE REQUIRED
Clerical; accounting; state procurement requirements; fundamentals of organizational safety and human resources; payroll; accounts payable; Excel, Word and PowerPoint.
SKILLS REQUIRED
Active learning; ability to learn new software; active listening; critical thinking; customer service; problem recognition; problem solving; multi-tasking; typing and data entry.
ABILITIES REQUIRED
Fully and quickly comprehend spoken words; perform mathematical operations; focus; multi-task and follow orders. May work under stress of deadlines and tight procurement schedules.
PHYSICAL DEMANDS
- May be required to lift work related materials, equipment, tools and/or gears up to 10lbs.
- Travel between Globe and Payson.
- Constantly requires dexterity for keyboard and standard office equipment.
- Incumbents in this position may be required to routinely walk to and from work sites.
- Regularly sits, walks or stands for extended periods of time.
WORK ENVIRONMENT
Incumbents in this position constantly spends time in office environment, will periodically travel to other Gila County facilities.
SAFETY RISK EXPOSURE
Incumbents in this position are generally not exposed to safety risk.
PROTECTIVE GEAR & SAFETY MANUALS
Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department. Incumbents in this position may occasionally be required to wear protective gear.
CONSEQUENCES OF ERROR
Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
Employment Type: Full-Time
